Administrative Support Officer, Executive Office

**Position Description**

**Location**: Edinburgh, UK

**Position Status**: Full-time, Permanent

**Salary**: Edinburgh: circa 21K,

**About Mercy Corps**

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact. Mercy Corps Europe (MCE) has grown rapidly both in terms of the volume of activity and its complexity. With offices in Edinburgh, London, Geneva & The Hague, we now attract over £100m in income, and employ around 100 domestic and expatriate country office members. The breadth and impact of our programmes makes Mercy Corps a unique and truly rewarding place to work. Our teams are proud of what we achieve globally, and we are always looking for talented individuals who share our passion and commitment.

**The Position**

In this role, you will work within the Executive Office, reporting to the Senior Advisor - Executive Office and providing support to the Executive Director - Europe. You will provide structured planning, executive and administrative support in order to ensure the smooth and efficient running of the Executive Office. This will include diary management and travel arrangements, sending communications on behalf of the Executive Office, liaising with a range of senior internal and external stakeholders, and supporting the organisation with logístical arrangements for high level meetings & events. Under the leadership of the Senior Advisor - Executive Office, you will also provide support to the wider European Senior Leadership Team (ESLT). To be successful in this role you will show a high level of discretion and political aptitude. You will also demonstrate exceptional organizational skills and be confident in juggling a range of tasks with close attention to detail.

**ADMINISTRATIVE DUTIES**
- Provide primary administrative support to the Executive Office
- Arrange travel, visas and accommodation for the Executive Director
- Coordinate and maintain the Executive Director’s diary including appointments and travel schedule
- Handle the flow of information in and out of the Executive Office, manage expectations, troubleshoot and pre-solve issues when appropriate
- Schedule regular meetings between the Executive Director and their direct reports and ensure the Executive Director has access to briefings and papers in advance for all meetings they are attending
- Oversee the upkeep of a calendar of key events for the Executive Director’s direct reports (e.g. ESLT monthly meetings, meetings with Global Senior Management ), including preparing agendas and tracking action items
- Manage the Executive Director’s expense reports
- Coordinate external meetings on behalf of the Executive Director and (as required) ESLT team members
- Coordinate internal reporting requirements on behalf of Executive Director and ESLT
- Support with the development of MOUs, agreements, and consultancy contracts as required
- Utilize existing Mercy Corps materials to ensure consistency with written outputs from the Executive office (e.g. external communications, briefings, presentations)

**COMMUNICATIONS**
- Maintain and update contact database for the Executive Office, ensuring compliance with GDPR legislation
- Maintain and update a cross-team relationship management system
- Support with written communications on behalf of the Executive Office
- In coordination with Senior Advisor - Executive Office and the Head of Media & Communications, manage social media outputs on behalf of the Executive Director
- Help to facilitate the Executive Director’s speaking engagements and media appointments internally and externally in coordination with the Senior Advisor - Executive Office, Head of Media & Communications, Director of Policy and Advocacy, and other relevant team members

**EVENT MANAGEMENT**
- Support in organizing logistics for global meetings and conferences in support of the Executive Director’s office including scheduling, sourcing suitable venues, organizing any necessary catering, and overseeing the booking of necessary travel & accommodation for facilitators and other attendees
- Provide support pulling together research, presentations and talking points in advance of major events /international visits in collaboration with the Senior Advisor - Executive Office
- Capture key take-aways and necessary follow up required following major events

**Supervisory Responsibility**: None

**Accountability**

**Reports Directly To**: Senior Advisor, Executive Office

**Works Directly With**:
**Accountability to Participants and Stakeholders**

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and